LeadSpidey
Our product, ready to use
If your main need is answering and qualifying travel enquiries on WhatsApp and email at any hour, LeadSpidey does that today.
Visit LeadSpideyFor travel agencies
A custom CRM for travel agencies, with WhatsApp built in.
Travellers book with whoever sends a good quote first. We build CRMs, WhatsApp lead automation and quote-to-booking workflows for travel agencies, tour operators and destination management companies whose enquiries arrive in waves and whose margins depend on converting them quickly.
More enquiries turned into confirmed bookings, with every traveller’s quote, payments and documents in one place.
You’ll recognise this
- Enquiries pile up on WhatsApp faster than the team can send quotes.
- Itineraries are rebuilt from scratch in Word for every enquiry.
- Nobody follows up on quotes that went out and heard nothing back.
- Payment deadlines and passport details live in email threads.
01 The business problem
Every enquiry is a race, and most agencies run it on WhatsApp and Word.
Travel buyers ask several agencies at once. They message on WhatsApp or through a Meta ad, describe the trip in a few lines and wait to see who comes back with something that looks right. Speed and a clear, attractive quote win far more often than the lowest price.
Behind the scenes, quoting is manual: checking supplier rates, building an itinerary document, sending it and hoping. Then come the follow-ups, the revisions, deposits, balances, passport copies and visa documents, tracked across inboxes and spreadsheets by consultants who are also answering new enquiries.
A travel CRM built around the enquiry-to-departure journey lets consultants respond fast, quote from templates, follow up automatically and keep every traveller’s booking details in one record.
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Lever 01
Faster quotes
Enquiries acknowledged in minutes and quoted from templates, while the traveller is still deciding.Moves: Enquiry-to-booking rate -
Lever 02
Quotes followed up
Every open quote gets a timely follow-up, so silence doesn’t default to a lost booking.Moves: Quote acceptance rate -
Lever 03
Consultant capacity
Less retyping and chasing, so each consultant handles more enquiries in peak season.Moves: Bookings per consultant
02 In your business
What this looks like on an ordinary week.
Three situations owners tell us about, and what changes once this is in place.
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Scenario 01
Peak season on WhatsApp
Say holiday season brings hundreds of WhatsApp enquiries a week, and your consultants can’t reply to them all the same day.
With it in place: Every enquiry gets an instant reply that captures dates, budget and travellers, and consultants pick up the ready ones first.
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Scenario 02
Quotes that never get followed up
Say a consultant sends a detailed itinerary and price, the traveller goes quiet, and nobody checks back before the price changes.
With it in place: Each quote gets timed follow-ups on WhatsApp and email until the traveller books, asks a question or says no.
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Scenario 03
Payments and passports by email
Say deposits, balances and passport copies are chased one traveller at a time, and someone misses a deadline before a trip.
With it in place: Payment schedules and document requests run on their own, and the team is warned before anything is late.
03 How travel businesses sell
The workflows we build around.
- 01
Enquiries in waves
Campaigns, holidays and seasons bring sudden peaks; the system has to acknowledge, qualify and queue enquiries when consultants can’t keep up. - 02
Quotes with many parts
Flights, hotels, transfers and activities from several suppliers, assembled into an itinerary the traveller can understand. - 03
Payments in stages
Deposits, balances and supplier deadlines per booking, with reminders to travellers and alerts to staff. - 04
Documents per traveller
Passports, visas and special requests collected and checked for every person on the booking before departure.
04 Who it is for
For agencies that live on enquiries.
A good fit when
- Most of your enquiries arrive on WhatsApp or through Meta ads.
- Consultants build quotes manually and follow up inconsistently.
- Bookings involve staged payments and documents per traveller.
- Peak seasons overwhelm the team and enquiries go unanswered.
Probably not when
- You sell mainly through an online booking engine with no consultants.
- You need a global distribution system or a supplier booking platform built.
- Your existing travel CRM already covers your workflow well.
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Founders of B2B service firms
You founded a B2B service business, and sales and delivery have outgrown your inbox, your memory and your best salesperson’s phone.
You watch: Pipeline, win rate and revenue per person
What changes: Every lead answered and followed up, a pipeline you can believe, and growth that doesn’t need a new hire for every few clients.
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Owners of local & consumer service businesses
You run a travel agency, clinic, real estate brokerage, training business or similar, where customers arrive on WhatsApp, calls and ads, often out of hours.
You watch: Enquiries answered, bookings and repeat customers
What changes: Every enquiry answered in minutes, quotes followed up until customers decide, and a team that spends its day on the customers in front of it.
05 What we build
A travel CRM from enquiry to departure.
WhatsApp and Meta lead capture
Every enquiry acknowledged in minutes with the right questions: dates, travellers, budget and destination.Quote and itinerary builder
Itineraries assembled from templates and your product library, sent as a clear branded quote.Quote follow-up
Automatic, polite follow-ups on open quotes, stopped the moment the traveller replies.Payment schedules
Deposits and balances tracked per booking, with payment links and reminders before each date.Traveller documents
Passport and visa details requested and stored per traveller, with checks before departure.Sales and season reporting
Enquiries, quotes, bookings and margin by source, destination and consultant.
06 How it works
From “we’re thinking about a trip” to departure day.
- Step 01
Enquiry answered
A WhatsApp or Meta enquiry is acknowledged in minutes and the trip details collected. - Step 02
Quote sent
The consultant builds the itinerary from templates and sends a branded quote the same day. - Step 03
Followed to booking
Follow-ups and revisions tracked until the traveller confirms and pays the deposit. - Step 04
Ready to travel
Balance, documents and final details collected on schedule, with the booking complete before departure.
- WhatsApp enquiries
- Meta lead ads
- Website forms
Enquiry-to-booking system
Built for one business, owned by it
- Quotes and itineraries
- Follow-up to booking
- Payment schedules
- Season reporting
07 Project process
Discovery, build, launch, then better.
Phases, not promises. Each step is decided on what the previous one showed.
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01
Week 1
Enquiry journey mapped
Every source, quote step, payment and document, from enquiry to departure.
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02
Weeks 2–5
Capture and first reply
WhatsApp and Meta enquiries captured, answered and assigned before peak season.
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03
Weeks 5–12
Quotes and follow-up
Itinerary templates, branded quotes and quote follow-up built on the new lead records.
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04
Ongoing
Payments and documents
Payment schedules, traveller documents and season reporting added in order of impact.
Works with
- WhatsApp Business Platform
- Meta lead ads
- Google Ads
- Stripe
- Google Workspace
- Microsoft 365
- Zoho CRM
- HubSpot
- Google Sheets
08 Proof
Built and run in-house first.
We run the same kind of system on our own business before we build it for anyone else.
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LeadSpidey · AI SDR for inbound leads
Answers inbound enquiries on WhatsApp and email at any hour, qualifies them and books the call.
In-house product engineering case study
LeadSpidey: building an AI SDR for inbound leads
How we built an AI agent that answers every inbound lead on WhatsApp or email, qualifies it in conversation and books the meeting, with people in control.
Read the case study
09 Cost and engagement
What decides the cost.
Every engagement starts with a short, fixed scoping sprint that ends in a written scope, so you know what the first build takes before you commit to it.
- The number of enquiry sources and WhatsApp numbers.
- How complex your quotes are and whether supplier data is imported.
- Payment schedules and the payment provider to connect.
- Traveller document collection and checks.
- AI qualification on top of rule-based replies.
10 Build, buy or connect
A travel CRM, a WhatsApp tool, or a custom build.
The right answer depends on how you quote and where your enquiries arrive.
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An off-the-shelf travel CRM
Best when: your quoting and booking flow is standard
Products such as Tern or TravelJoy cover itineraries and client records for advisors, on their own structure.
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A WhatsApp inbox tool
Best when: the gap is answering chats as a team
Shared inboxes and chatbots for WhatsApp, separate from quotes, payments and documents.
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A custom travel CRM
Best when: enquiries, quotes, payments and documents must live together
WhatsApp and Meta leads, quote templates, payment schedules and traveller documents in one system you own.
A Scribbify build
Custom workflows, integrations and dashboards
We build custom when you need quotes, itineraries, supplier data, payment schedules and traveller documents in the same system as your leads.
Talk to us about your agency11 Questions
Questions from travel agencies.
Can WhatsApp enquiries go straight into the CRM?
Yes. With the WhatsApp Business Platform, each conversation becomes a lead record with the chat attached, shared across your team instead of sitting on one consultant’s phone.
Can you connect to our suppliers or booking systems?
Where they offer an API or a data export, yes. We assess each supplier connection during scoping; some are better handled as a product library you maintain.
Will travellers get automated messages that feel robotic?
No. Acknowledgements and follow-ups are written in your voice and stop when the traveller replies. Quotes and advice come from your consultants.
Can travellers pay deposits online?
Yes. Payment links from your provider are attached to each stage of the schedule, with reminders before due dates and status updated when paid.
How do you handle passport and personal data?
We agree what is collected, where it is stored, who can see it and when it is deleted during scoping, and build to that.
Should a travel agency build a custom CRM or use an off-the-shelf travel CRM?
If a travel CRM fits how you quote and sell, use it. A custom build makes sense when WhatsApp is your main channel, your quotes or suppliers are unusual, or you need leads, quotes, payments and documents in one system you own.
Talk to us about your agency
Send the first good quote, every time.
Tell us where your enquiries come from, how you quote today and what happens in peak season. A partner replies within one business day.
- A partner reads every enquiry
- A 45-minute working call
- A written scope you can decide on
Or write to us at [email protected]
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